Records Management with KeeeX

by KeeeX | Feb 1, 2016 | What KeeeX is For, White Paper

KeeeX addresses a large number of Records Management (Wikipedia) issues as stated in this Wikipedia definition page. Let’s review some of them:

Concerning Digital Records

…It is more difficult to ensure that the content, context and structure of records is preserved and protected when the records do not have a physical existence. This has important implications for the authenticity, reliability, and trustworthiness of records…

KeeeX proves integrity, authenticity, authorship of virtually any digital content.

Particular concerns exist about the ability to access [and read] electronic records over time

KeeeX identifiers are indexed by search engines, hence allowing for unprecedented accessibility and robustness to renaming and moving.

Privacy, data protection, and identity theft have become issues of increasing interest.

KeeeX leaves files where originals are. No transfer is made for processing. When files need to be transferred, they are encrypted end to end. KeeeX implements digital signatures that prevent for identity theft as well.

The increased importance of transparency and accountability in public administration, marked by the widespread adoption of Freedom of Information laws, has led to a focus on the need to manage records so that they can be easily accessed by the public.

KeeeX allows for publishing documents that can be accessed by search engines, and hence made freely available to the public, who can verify their integrity for free. Check for instance this search: https://duckduckgo.com/?q=”xofos-bafek-zebug”.

Implementing required changes to organizational culture is a major challenge, since records management is often seen as an unnecessary or low priority administrative task that can be performed at the lowest levels within an organization.

Using KeeeX, documents are classified and protected as part of everyday work and do not require extraneous actions.

A difficult challenge for many enterprises is tied to the tracking of records through their entire information life cycle so that it’s clear, at all times, where a record exists or if it still exists at all.

KeeeX will help track all successive versions of a record. Each specific version can be meta searched anywhere, including on a company’s disks, to assess whether the file still exists or not.

The tracking of records through their life cycles allows records management staff to understand when and how to apply records related rules, such as rules for legal hold or destruction.

Specific rules can be attached to records either informally in embedded descriptions of more formally using classifiers. It becomes possible, even in the absence of any tool, to track on company’s disks and servers all record instances that should be legally present or that should legally have been deleted.

Concerning Physical Records

Records must be stored in such a way that they are accessible…

When a physical record has been scanned, it may naturally receive the KeeeX identifier of this scan, that can be used for storing and retrieving. This is so because these identifiers are humanized, and hence can be subject to alphabetical sorting. Such an archival strategy is considerably more robust to mis-classification than hierarchical folder archival.

(this complements a document previously published on Slideshare and this blog. As a proof that KeeeX provides unprecedented records management possibilities, you may try this web search: https://duckduckgo.com/?q=xofos-bafek-zebug)